9-01 RFP 745-26-P11.pdf

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

210.562.6200 | https://uthscsa.edu | https://wp.uthscsa.edu/purchasing/

REQUEST FOR PROPOSAL

OGC Template 0525

REQUEST FOR PROPOSAL

by

The University of Texas Health Science Center at San Antonio for

Selection of a Vendor to Provide

Laptop Protection Services

RFP No. 745-26-P11

Submittal Deadline:

3:00 PM – Central Prevailing Time –

Monday, May 25, 2026

Issued: 8:00 AM – Central Prevailing Time – Thursday, April 30, 2026 https://uthscsa.edu/ https://wp.uthscsa.edu/purchasing/

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

TABLE OF CONTENTS

SECTION 1: INTRODUCTION

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: TERMS AND CONDITIONS

SECTION 5: SPECIFICATIONS AND ADDITIONAL QUESTIONS

SECTION 6: PRICING AND DELIVERY SCHEDULE

ATTACHMENTS:

APPENDIX ONE: PROPOSAL REQUIREMENTS

A01A – Appendix One, Section One – General Information A01B - Appendix One, Section Two – Execution of Offer A01C – Appendix Three, Section Three – General Questionnaire A01D – Appendix Four, Section Four – Addend Checklist

APPENDIX TWO: SAMPLE AGREEMENT

APPENDIX THREE: HUB SUBCONTRACTING PLAN

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

SECTION 1

INTRODUCTION

1.1 Description of University

UT Health San Antonio, the academic health center of The University of Texas at San Antonio (UT San Antonio), is the primary driver of San Antonio’s $44.1 billion healthcare and biosciences sector, the city’s largest economic segment. It offers a comprehensive network of inpatient and outpatient care facilities staffed by medical, dental, nursing and allied health professionals who provide more than 2.5 million patient visits each year. As the academic health center of UT San Antonio, it is supported by six health professional schools. UT Health San Antonio plans continued growth over the next five years, adding more health-related jobs for the city and region.

To learn about the many ways “We make lives better®,” visit UTHealthSA.org.

1.2 Background and Special Circumstances

The University of Texas Health Science Center at San Antonio (UTHSA) is soliciting proposals from qualified vendors to provide a comprehensive secondary Laptop Insurance Protection Plan (the “Plan”) for students enrolled in the School of Dentistry. Dental students are required to own and use a laptop computer for academic coursework and clinical training throughout their program. The Plan is intended to supplement manufacturer warranties (including Apple’s standard warranty and Dell’s Complete Care Program) and any other existing protection programs by providing insurance coverage for Theft, Fire, Flood, Vandalism and Burglary of student-owned laptops.

UTHSA is a member institution of the University of Texas System. It employs approximately 6,800 faculty and staff and comprises five schools, along with numerous centralized support functions. The institution’s core missions are education, research, and clinical care.

No Guarantee of Volume. UTHSA does not solicit or guarantee any specific amount of compensation, volume, minimum, or maximum amount of Services under this RFP or any contract or agreement resulting from this RFP.

Multi-Award. UTHSA reserves the right to multi-award this RFP.

1.3 Objective of Request for Proposal

The University is soliciting proposals in response to this Request for Proposal RFP 745-26-P11, from qualified proposers to provide operational guidance services (the “Services”) for Laptop Protection Services are more defined in Section 5 (Scope of Work) of this RFP.

https://www.uthscsa.edu/ https://uthscsa.edu/?utm_source=uthealthsaorg&utm_medium=pageredirect&utm_campaign=uthealthsa

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

1.4 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Proposer under this RFP. In particular, Proposer should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this RFP could give rise to additional purchase volumes. As a result, in submitting its proposal, Proposer should consider proposing a pricing model and other commercial terms that take into account the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this RFP. Any purchases made by other institutions based on this RFP will be the sole responsibility of those institutions.

1.5 Public Information

All information, documentation, and other materials submitted in response to this solicitation are considered non-confidential and/or non-proprietary and are subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) after the solicitation is completed.

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008 http://www.utsystem.edu/institutions https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals submitted in response to this RFP until 3:00 PM Central Prevailing Time, Monday, May 25, 2026 via our e-Procurement Website Euna (formally Bonfire).

2.1.1 When submitting your proposal – follow the directions in Euna.

1. Each document that is required must be submitted individually, completed, and signed (if applicable). DO NOT UPLOAD ALL FILES TOGETHER

2.1.2 If during your submission, you encounter any technical issues – you must contact Euna Support directly for assistance or by calling 1-844-226-3862

1. After contacting Euna, inform the Strategic Sourcing Specialist that you have reached out to Euna due to technical issues.

2.1.3 Euna offers a Help Forum which you can access by clicking here.

2.2 RFP Contact Information and Questions

2.2.1 Interested parties MUST direct questions (ALL QUESTIONS MUST GO THROUGH Euna) about this RFP through Euna Opportunity Q&A.

Located in the Project Details (see below).

https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities mailto:support.bonfire@eunasolutions.com mailto:support.bonfire@eunasolutions.com https://uthscsa.bonfirehub.com/portal/support https://uthscsa.bonfirehub.com/portal/support

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this Section on or before 3:00 PM Central Prevailing Time, Wednesday, May 13, 2026 (Question Deadline), or (ii) if questions relate to Historically Underutilized Businesses, in accordance with Section 2.5.

University will provide responses as soon as practicable following the Question Deadline.

University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

If submitting multiple questions, submit them in one submission (not multiple submissions).

2.3 Criteria for Selection

The successful Proposer, if any, selected by University through this RFP will be the Proposer that submits a proposal on or before the Submittal Deadline that is the most advantageous to University. Contractor means the successful Proposer under this RFP.

Proposer is encouraged to propose terms and conditions offering the maximum benefit to University in terms of (1) service, (2) total overall cost, and (3) project management expertise.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal. University may consider additional information if University determines the information is relevant.

University reserves the right to award a Contract for all or any portion of the requirements proposed by reason of this request, award multiple Contracts, or to reject any and all proposals if deemed to be in the best interest of the University and to re-solicit for proposals.

Criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors:

2.3.1 Threshold Criteria Not Scored

A. Ability of University to comply with laws regarding Historically Underutilized Businesses; and

B. Ability of University to comply with laws regarding purchases from persons with disabilities.

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

2.3.2 Scored Criteria

A. Cost of goods and services (24 Points).

B. Reputation of the Proposer and of the Proposer's goods or services (21 Points).

C. Quality of the Proposer's goods or services (21 Points).

D. Extent to which the goods or services meet the University's needs (21 Points).

E. Proposer's past relationship with the University (13 Points).

F. Proposer’s exceptions to the terms and conditions set forth in Section 4 (5 Points).

2.4 Key Events Schedule

Date RFP Issued 8:00 AM Central Prevailing Time, Thursday, April 30, Question Deadline 3:00 PM Central Prevailing Time, Wednesday, May 13, (ref. Section 2.2) 2026

Submittal Deadline 3:00 PM Central Prevailing Time, Monday, May 25, 2026 (ref. Section 2.1)

2.5 Historically Underutilized Businesses

2.5.1 All agencies of the State of Texas are required to make a good faith effort to assist historically underutilized businesses (HUBs) in receiving contract awards. The goal of the HUB program is to promote full and equal business opportunity for all businesses in contracting with state agencies. Pursuant to the HUB program, if under the terms of any agreement or contractual arrangement resulting from this RFP, Contractor subcontracts any Work, then Contractor must make a good faith effort to utilize HUBs certified by the Procurement and Support Services Division of the Texas Comptroller of Public Accounts.

Proposals that fail to comply with the requirements contained in this Section 2.5 will constitute a material failure to comply with advertised specifications and will be rejected by University as non-responsive. Additionally, compliance with good faith effort guidelines is a condition precedent to awarding any agreement or contractual arrangement resulting from this RFP. Proposer acknowledges that, if selected by University, its obligation to make a good faith effort to utilize HUBs when subcontracting any Work will continue throughout the term of all agreements and contractual arrangements resulting from this RFP. Furthermore, any subcontracting of Work by the Proposer is subject to review by University to ensure compliance with the HUB program.

2.5.2 University has reviewed this RFP in accordance with 34 TAC §20.285, and has determined that subcontracting opportunities are probable under this RFP.

https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=04%2F22%2F2025&recordId=214411

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

2.5.3 A HUB Subcontracting Plan (HSP) is a required part of the proposal. The HSP will be developed and administered in accordance with University’s Policy on Utilization of Historically Underutilized Businesses, attached as APPENDIX THREE.

Each Proposer must complete and return the HSP in accordance with the terms and conditions of this RFP, Including APPENDIX THREE. Proposers that fail to submit the HSP will be considered non-responsive to this RFP as required by §2161.252, Government Code.

Questions regarding the HSP may be directed to:

Contact: Rebecca A. Mendez, HUB Program Manager Phone: 210-562-6300 Email: HUBAdmin@uthscsa.edu

OR

Contact: Mary Minier, HUB Specialist Phone: 210-562-6326 Email: HUBAdmin@uthscsa.edu

Contractor will not be permitted to change its HSP unless: (1) Contractor completes a new HSP in accordance with the terms of APPENDIX THREE, setting forth all modifications requested by Contractor, (2) Contractor provides the modified HSP to University, (3) University approves the modified HSP in writing, and (4) all agreements resulting from this RFP are amended in writing to conform to the modified HSP.

2.5.4 At the same time Proposer submits its proposal (no later than the Submittal Deadline (ref.

Section 2.1)), Proposer must submit the following HUB materials (HUB Materials):

(a) One (1) complete electronic copy of Proposer’s HSP through the Euna

Procurement Portal.

2.5.5 University may offer Proposer an opportunity to seek informal review of its draft HSP by University’s HUB Office before the Submittal Deadline. If University extends this offer, details will be provided at the Pre-Proposal Conference (ref. Section 2.6) or by other means. Informal review is designed to help address questions Proposer may have about how to complete its HSP properly. Concurrence or comment on Proposer’s draft HSP by University will not constitute formal approval of the HSP and will not eliminate the need for Proposer to submit its final HSP to University as instructed by Section 2.5.

2.6 Vendor Presentation

University reserves the right to hold Vendor Presentation in person at the University of Texas Health Science Center at San Antonio (or virtual). The dates and times to be determined after the first round of evaluations. Not all vendors may be invited to participate in these presentations, all dependent on first round of evaluation scores.

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 mailto:HUBAdmin@uthscsa.edu mailto:HUBAdmin@uthscsa.edu https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Submission

Proposals must be received electronically through the University’s online Procurement Portal via Euna, on or before the Submittal Deadline (ref. Section 2.1 of this RFP). Competitive Bids will be listed on the Procurement Portal, and submissions will only be accepted through the portal.

University WILL NOT accept proposals submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (i.e., e-mail) in response to this RFP.

You can register for a free account by clicking here, which will be required when you prepare a submission. As part of the registration process, you may select Commodity Codes to associate with your account. This will open you up for notifications of opportunities matching your chosen codes.

If you encounter technical issues while preparing and/or submitting your proposal – you must contact Euna directly.

3.2 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of two hundred and forty days (240) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays

3.3 Terms and Conditions

3.3.1 Proposer must comply with the requirements and specifications contained in this RFP, including the Agreement (ref. APPENDIX TWO), the Notice to Proposer (ref. Section 2), Proposal Requirements (ref. APPENDIX ONE) and the Specifications and Additional Questions (ref. Section 5). If there is a conflict among the provisions in this RFP, the provision requiring Proposer to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence:

A. Specifications and Additional Questions (ref. Section 5).

B. Agreement (ref. APPENDIX TWO).

C. Proposal Requirements (ref. APPENDIX ONE).

D. Notice to Proposers (ref. Section 2).

https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities mailto:support.bonfire@eunasolutions.com

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

3.4 Submittal Checklist

Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal:

3.4.1 Signed and Completed Execution of Offer (ref. Section 2 of APPENDIX ONE).

3.4.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 6).

3.4.3 Responses to Proposer's General Questionnaire (ref. Section 3 of APPENDIX ONE).

3.4.4 Signed and Completed Addenda Checklist (ref. Section 4 of APPENDIX ONE).

3.4.5 Signed and completed General Terms and Conditions (ref. Section 4 of APPENDIX

ONE)

3.4.6 Responses to questions and requests for information in the Specifications and Additional

Questions Section (ref. Section 5).

3.4.7 Signed and completed originals of the HUB Subcontracting Plan or other applicable documents (ref. Section 2.5 and APPENDIX THREE).

3.4.8 Detailed Proposer Quote.

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

SECTION 4

GENERAL TERMS AND CONDITIONS

See Attached in Euna

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

210.562.6200 | www.uthscsa.edu | https://wp.uthscsa.edu/purchasing/

REQUEST FOR PROPOSAL

5.1 General

Minimum requirements and specifications for Work, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below. As indicated in Section 2.3, Contractor means the successful Proposer.

5.2 Minimum Requirements

Each Proposal must include information that clearly indicates that Proposer meets each of the following minimum qualification requirements:

5.2.1 The Proposer must have a minimum of five (5) years of experience providing laptop or similar personal electronic device insurance services of comparable scope and scale (including higher education or large student populations).

5.2.2 The Proposer must demonstrate the ability to fulfill all insurance coverage requirements specified in this RFP, including the perils, terms, and service levels outlined in Section 5.4

5.2.3 The Proposer shall maintain all required occupational licenses, permits, and certifications necessary to perform the services. The Proposer must comply with all applicable federal, state, and local laws, ordinances, codes, and regulations. All licenses, permits, and certifications must be valid and in full force and effect at the time of proposal submission and throughout the contract term.

5.3 Additional Questions Specific to this RFP

Proposer must submit the following information as part of Proposer’s proposal:

5.3.1 If Proposer takes exception to any terms or conditions set forth in APPENDIX TWO, Proposer must submit a list of the exceptions. The University WILL NOT consider any modifications to the University’s Standard Terms and Conditions AFTER submittal deadline.

5.3.2 By signing the Execution of Offer (ref. Section 2 of APPENDIX ONE), Proposer agrees to comply with Certificate of Interested Parties laws (ref. §2252.908, Government Code) and 1 TAC §§46.1 through 46.5) as implemented by the Texas Ethics Commission (TEC), including, among other things, providing TEC and University with information required on the form promulgated by TEC. Proposer may learn more about these disclosure requirements, including the applicable exceptions and use of the TEC electronic filing system, by reviewing §2252.908, Government Code, and information on the TEC website at https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php.

The Certificate of Interested Parties must only be submitted by Contractor upon delivery to University of a signed Agreement.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://www.ethics.state.tx.us/rules/commission/ch46.php https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

5.4 Scope of Work

Contractor will provide the following services to University:

The University seeks a qualified Proposer to provide a Laptop Insurance Protection Plan (“Plan”) for Apple and Dell laptops owned by students in the School of Dentistry. The Plan shall cover new laptops purchased with a valid manufacturer’s original warranty in the United States, as well as existing laptops that were previously covered under a similar insurance protection plan.

Accessories or options purchased separately that are not essential to the basic operation of the laptop (e.g., external monitors, bags, or non-essential peripherals) are excluded from coverage.

The Plan must provide coverage for the following perils beyond the manufacturer’s warranty and any standard Dell or Apple protection programs, for the full duration of the policy and any renewal periods: Theft, Fire, Flood, Vandalism, and Burglary.

5.4.1 Policyholder and Administration

A. All policies shall be issued in the name of The University of Texas Health

Science Center at San Antonio (UTHSA).

B. All claims communications and administration shall be coordinated through a designated UTHSA representative on behalf of the School of Dentistry, unless otherwise approved in writing by UTHSA.

C. The School of Dentistry will collect insurance fees from students at the beginning of each academic year (July or applicable program start date) and remit payment to the Proposer, accompanied by a detailed list including student names (or University IDs), laptop models, and serial numbers.

5.4.2 Laptops Requiring Coverage

A. Each new academic year, coverage must be provided for the latest models of

Apple and Dell laptops selected by the incoming classes. The Plan must accommodate both newly purchased devices and eligible existing devices.

5.4.3 Specified Coverage

A. The Plan shall include a fully transferable policy, without penalty, that will remain in effect if ownership of the covered laptop transfers to a replacement device of equivalent value for mid-academic year laptop upgrades.

B. Coverage terms shall include options for 1-year, 2-year, or 4-year periods, beginning on the University’s issue date, as follows:

1. Dental School (DS 1): 4-Year Coverage (July–July) with approximately

100 dental students per Academic Year.

2. International Dental Education Program (IDEP): 2.5-Year Coverage

(December–July) with approximately 20 dental students per Academic Year.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

3. Dental Hygiene (DH): 2-Year Coverage (July–July) with approximately 32 dental students per Academic Year.

C. Each academic year, new models of both Apple and Dell laptops will require coverage.

D. Dell and Apple laptop coverage must include but not limited to protection against the following:

1. Theft

2. Fire

3. Flood

4. Vandalism

5. Burglary

5.4.4 Claims and Reimbursement Process

A. Proposal shall provide detailed explanation of the following:

1. Online claims submission portal available to the designated University representative.

2. Claims processing must be processed within three (3) to five (5) weeks from date of claims notification.

3. Reimbursement via certified checks issued payable to University of

Texas Health Science Center at San Antonio.

4. All checks shall be mailed to:

University of Texas Health Science Center at San Antonio - School of

Dentistry Office of the Dean, Academic, Faculty, & Student Affairs Mail Code 7906 7703 Floyd Curl Drive San Antonio, TX 78229.

5. Email notification to the University’s designated representative once checks are dispatched.

6. Required documentation for claims submission includes police reports when appropriate, and signed statement by owner attesting to the reason for claims submission.

B. No processing fee shall be charged for returned checks.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

5.4.5 Price Stability and Enrollment-Based Pricing

A. The Proposer shall guarantee that all unit pricing submitted in response to this

RFP—including per-device premiums, fees, administrative costs, and any other associated charges—shall remain firm and not subject to increase for the full duration of the initial contract term.

B. UTHSA acknowledges that total annual costs will vary based on the number of enrolled students and the number of laptops requiring coverage each academic year. Such fluctuations in total cost shall be based solely on the fixed, contracted per-device rate and shall not constitute a price increase.

C. No mid-term adjustments to the contracted per-device rate shall be permitted for any reason, including but not limited to changes in device models, claims volume, market conditions, inflation, or manufacturer pricing. Annual variations in student enrollment or the number of insured laptops shall not be considered grounds for modifying the contracted rate.

D. The Proposer shall not introduce or charge any new categories of fees— including but not limited to processing fees, claim-handling fees, administrative surcharges, technology fees, or device-specific premiums—at any point during the contract term or renewal periods unless such fees were clearly disclosed in the original Proposal and accepted by UTHSA at the time of contract award.

5.4.6 Reimbursement Policy

A. Leave of Absence

1. The designated UTHSA representative will notify the Contactor on behalf of the Dean of the School of Dentistry when a dental school student leaves the program and initiates a Leave of Absence.

2. Coverage shall be reinstated upon the student’s re-enrollment into the

School of Dentistry following notification from the designated UTHSA representative.

3. Reimbursement shall be calculated on a prorated basis for unused coverage time if the student does not return from a Leave of Absence.

4. Notification required within 90 days of the student’s decision not to return.

B. Withdrawals

1. Reimbursement shall be calculated on a prorated basis for unused coverage time if the student withdraws from the School of Dentistry program.

2. Notification required within 90 days of student’s departure.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

5.4.7 Reports Required

A. Number of covered students, broken down by program (DS1, IDEP, DH).

B. Detailed laptop information for each covered student, including:

1. Student name or University ID

2. Laptop manufacturer (Apple/Dell), model, and serial number

3. Coverage term type and end date

4. Newly added devices during the reporting period

5. Devices removed (with reason for removal)

C. Claims activity summary, including:

1. Total number of claims submitted, categorized by peril

2. Claims broken down by device type (Apple vs. Dell)

3. Claim status (open, approved, denied, pending)

4. Average claims processing time (from submission to payment)

5. Denied claims with detailed reason codes

6. Refunds issued due to leave of absence or withdrawal

7. Repeat claims by the same student (with analysis if patterns exist)

5.5 Group Purchasing Organization (GPO):

If Proposer is part of any GPO, provide the GPO Name, Contract(s) Number, and other pertinent information.

5.6 Add or Delete Services

UTHSA is continuing to grow clinical, research, and educational services, which may require additional service locations or facilities to be added or removed during the term of this agreement.

The agreement that results from this RFP may need to be modified during its term to reflect these locations modifications. Proposer agrees that the University has the right to add or delete services and locations which are available from the Proposer during the effective period of the contract. The University and the Proposer, prior to execution of services, shall mutually agree upon the scope and price, in writing, for any such additional services. In addition, the University has the right to modify, replace, upgrade, or delete services and locations during the effective period of this contract. The University and the Proposer, prior to modification or services shall mutually agree in writing before modifying services. As well as special notice in Section 1.2 Background and Special Circumstances.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

SECTION FOUR

TERMS AND CONDITIONS

SECTION SIX

PRICING AND DELIVERY SCHEDULE

APPENDIX ONE

SECTION 1 – GENERAL INFORMATION

SECTION 2 – EXECUTION OF OFFER

SECTION 3 – GENERAL QUESTIONNAIRE

SECTION 4 – ADDENDA CHECKLIST

APPENDIX TWO

SAMPLE AGREEMENT

APPENDIX THREE

HUB SUBCONTRACTING PLAN

See Attached in Euna file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu